1. Who we are and the purpose of this Privacy Notice
We are US Performance Academy (the “School”), trading as part of the company US Performance Academy, Inc. with address PO Box 293, Elkins, NH and company registration number 810517.
The School is a member of the Inspired Education Group (the “Group”). This Privacy Notice is intended to provide information about how the School will collect, use and hold (or “process“) personal data about individuals including: current, past and prospective pupils; and their parents, carers or guardians (referred to in this policy as “parents“). Please note that the School has a separate Privacy Notice applicable to its employees and other staff. This Privacy Notice applies alongside any other information the School may provide about a particular use of personal data. This Privacy Notice also applies in addition to the School’s other relevant terms and conditions and policies, including:- any contract between the School and the parents of pupils;
- the School’s policy on taking, storing and using images of children;
- the School’s and/or Group’s Data Retention Policy;
- The School’s Data Protection Rights Policy;
- The School’s Cookies Policy;
- the School’s safeguarding, pastoral, or health and safety policies, including as to how concerns or incidents are recorded; and
- the School’s or the Group’s (as applicable) IT policies.
2. What information is collected about pupils and parents/carers
The types of personal data the School may process include:
- name and contact information such as the address, email and telephone number of the pupil, parent, guardian, fee payer and next of kin;
- pupil date and country of birth, ethnicity, gender and country of domicile, passport number or national identity card details;
- information relating to pupil education history such as previous schools, courses completed, dates of study, attendance, disciplinary and safeguarding records and examination results and transcripts;
- pupils’ academic data including examination and assessment results, reports and curriculum timetables;
- information about pupils’ health and medical conditions, special educational needs and family
- safeguarding information;
- correspondence with and concerning pupils and parents (past and present);
- references given or received from previous schools or education establishments, and relevant information provided by previous educational establishments and/or other professionals or organizations working with pupils;
- information relating to fees such as parents’ banking details and other financial information (including any source of funds and/or anti-money laundering information we are required to collect by law), and pupil scholarships and bursaries;
- information which may assist with the provision of appropriate medical and pastoral care of the pupil such as any disability or medical issues. This may also include information about family or personal circumstances where this is relevant to the assessment of suitability to receive a bursary; and
- images of pupils (and occasionally other individuals) engaging in School activities (in accordance with the School’s policy on taking, storing and using images of children).
3. How the School collects information
Generally, the School receives personal data from the individual directly (including, in the case of pupils, from their parents).
However, in some cases personal data will be supplied by third parties (for example another school, or other professionals or authorities, or third party service providers who credit and identity check parents and their source of funds); or collected from publicly available resources. With the above in mind, the following are the primary ways the School collects personal data about pupils and parents:- information provided during the admission process and when the pupil is attending the School;
- information generated during the course of studies and time at the School (e.g. attendance, academic achievement, behavior or safeguarding information);
- information received from previous places of education (whether part of the Group or not);
- information received from statutory agencies;
- information provided by third parties in relation to the pupil’s right to study at the School or in relation to funding (for example for bursaries or scholarships); and
- information from access to and use of the School’s website, or other online educational tools and
4. Why the School needs to process personal data
The primary use of the personal data we collect is to support the learning and development of pupils during their time at the School, whilst ensuring the wellbeing and safeguarding of the pupils.
In order to do so, the School needs to process a wide range of personal data about our community as part of our daily operations. Some of this activity the School will need to carry out is because it is necessary for the performance of a contract with our staff, or parents of our pupils. Other uses of personal data will be made in accordance with the School’s legitimate interests, or the legitimate interests of others, provided that these are not outweighed by the impact on individuals. The School expects that the following uses will fall within that category of our (or our community’s) “legitimate interests”:- For the purposes of pupil admissions, to confirm the identity of prospective pupils and their parents, and to retain a record (if appropriate) for the purposes of future applications or openings;
- To carry out credit, identity and source of funds checks, whether with previous schools and/or third party sources or service providers, including for the purposes of verifying that parents are not subject to (or within the purview of) sanctions;
- To provide education services (including spiritual development, career services, and extra- curricular activities to pupils), and monitoring pupils’ progress and educational needs, including where such services are provided remotely / via apps or other technology platforms (either temporarily or permanently), including where assisted by AI (in accordance with the School’s AI Policy);
- To report to and liaise with parents about their child’s progress, welfare and development including by way of regular reports and parents’ meetings;
- To organize and manage meetings, events and social engagements for pupils and parents;
- To maintain relationships with alumni and the School community, including by direct marketing or fundraising activity;
- For the purposes of management planning and forecasting, research and statistical analysis, including that imposed or provided for by law (such as tax, diversity or gender pay gap analysis);
- To promote diversity and equality;
- To monitor and evaluate the performance and effectiveness of the School, and to maintain and improve the academic, corporate, financial, estate and human resource management of the School;
- To enable relevant authorities to monitor the School’s performance and to intervene or assist with incidents as appropriate;
- To give and receive information and references about past and current pupils, including relating to outstanding fees or payment history, to/from any educational institution that the pupil attended or where it is proposed they attend; and to provide references to potential employers of past pupils;
- For debt collection purposes;
- To enable pupils to take part in national or other assessments, and to publish the results or other achievements of pupils of the School;
- To safeguard pupils’ health and welfare and provide appropriate pastoral care;
- To monitor (as appropriate) use of the School’s IT and communications systems in accordance with the School’s Acceptable Use Policy;
- To make use of images (including photographs and videos) of pupils for administrative and day to day internal uses such as newsletters and year books, in accordance with the School’s policy on taking, storing and using images of children;
- For the prevention and detection of crime, and in order to assist with investigations (including criminal investigations) carried out by the police and other competent authorities;
- To carry out or cooperate with any School or external complaints, disciplinary or investigation process;
- To contact parents or pupils to promote the Group’s services on matters such as openings on waiting lists at sister schools, opportunities within the Parent Teacher Associations or friends of the School, or for Alumni events and activities;
- To promote the School to prospective parents and pupils; and
- Where otherwise reasonably necessary for the School’s purposes, including to obtain appropriate professional advice and insurance for the School;
- To meet our compliance and regulatory obligations, including in order to comply with any requirement of any applicable statute, regulation or regulatory rule, such as compliance with anti- money laundering laws and safeguarding requirements;
- For the prevention, detection and investigation of crime;
- To assist with investigations, including criminal investigations carried out by the police and other competent authorities; and
- To administer and maintain such records as may be required by applicable laws and regulations from time to time.
- It is necessary to protect the vital interests of the pupil or another person;
- It is necessary for the establishment, exercise or defence of legal claims (for example, to protect and defend the School’s rights, property, or those of any affiliates, including the Group); or
- We have the consent of the data subject to do so (for example, we seek parental and/or pupil consent for certain external marketing uses of pupil images).
- To safeguard pupils’ welfare and provide appropriate pastoral (and where necessary, medical) care, and to take appropriate action in the event of an emergency, incident or accident, including by disclosing details of an individual’s health / medical condition or other relevant information where it is in the individual’s interests to do so: for example for emergency medical care, to arrange the assessment and diagnosis of a pupil’s health and medical conditions and special educational needs, for social protection, safeguarding, and cooperation with police or social services, for insurance purposes or to organizers of school trips who need to be made aware of dietary or medical needs;
- To comply with public health requirements;
- To provide educational services in the context of making reasonable adjustments for a pupil’s disability and/or any special educational needs of a pupil;
- As part of any School or external complaints, disciplinary or investigation process that involves such data, for example if there are SEND, health or safeguarding elements; or
- For legal and regulatory purposes (for example child protection, diversity monitoring, attendance / absence reporting, health and safety compliance) and to comply with its legal obligations and duties of care.
5. Who personal data may be shared with
Processing by third parties.
For the most part, personal data collected by the School will remain within the School, and will be processed by appropriate individuals only in accordance with access protocols (i.e. on a ‘need to know’ basis). However, we use data processors who are third parties who assist us with some functions, including accounting, IT, cloud storage / records management, monitoring, mailing, and to support our delivery of the curriculum and associated education services to pupils (including via AI systems). This type of external data processing is subject to contractual assurances that personal data will be kept securely and used only in accordance with the School’s specific directions. Data sharing. The School will from time to time, need to share personal information relating to its community of pupils and parents/guardians with third parties, such as:- External health professionals such as educational psychologists and speech therapists;
- Appropriate contractors and third-party suppliers, such as visiting music teachers;
- Federal and State authorities, statutory agencies and/or regulatory bodies;
- Bursary and scholarship funding organizations;
- The Group, other entities within the Group, or other schools in the Group;
- Exit/destination schools (including in the form of confidential references);
- Professional advisers (e.g. lawyers, insurers, PR advisers and accountants);
- Third parties and their advisers in the event of a possible or actual sale, merger or other restructuring or financing of the School / Group; and
- Courts or debt collections agencies in the event of non-payment of
6. How long the School keeps personal data
The School will retain personal data securely and only in line with how long it is necessary to keep for a legitimate and lawful reason, including to meet regulatory and legal requirements or for archiving purposes.
For further information on data retention, please see the School’s Data Retention Policy which is available upon request. We may retain certain academic data for longer periods for archiving, research and statistical purposes. Where we do so, we will put in place suitable data minimization procedures. This will include removing the data from day-to-day processing and putting in place access restrictions.7. Keeping in touch and supporting the School
On leaving the School, pupils will also become members of the Alumni community.
Where applicable some personal data from pupil records will be transferred to the Alumni database. This may include items such as contact details, sporting interests, and academic details. The School will use the contact details of parents, alumni and other members of the school community to keep them updated about the activities of the School, or alumni and parent events of interest, including by sending updates and newsletters, by email and by post. You always have the right to withdraw consent, where given, or otherwise object to direct marketing or fundraising. However, the School is nonetheless likely to retain some of your details (not least to ensure that no more communications are sent to that particular address, email or telephone number).8. Your personal data rights
You have a number of rights in relation to your personal data. These are:
- The right of access: You may request a copy of the personal data that the School holds about
- The right to rectification: You may ask the School to correct any information we hold about you if it is incorrect.
- The right to erasure: You may ask the School (in certain circumstances) to delete information that the School holds on you.
- The right to restrict processing: You may ask the School to restrict our data processing activities (and, where the School’s processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal).
- The right to data portability: You may ask the School (in certain circumstances) to transfer your personal data to another data controller in a format that makes it easy for them to use.
- The right to object: You may object, on grounds relating to your particular situation, to any of the